HCI Substitute Management Department 2014 – 2015 Protocols and Guidelines Updated as of 9/5/14 Business Areas: A. Per Diem Substitutes B. Administrative Substitutes C. The Employment Store : now d/b/a Core Consulting & Staffing

HCI Substitute Management Department: 2014 – 2015 Protocols & Guidelines I. Overview: The purpose of this communication is to share with you the protocols and guidelines for All Substitute Employee Requests for the 2014 / 2015 School Year. In order to save positions within the budget, the District has made a deliberate decision to significantly reduce expenditures for Per Diem Substitutes and Temporary Employees. As a result, better overall management and monitoring of absences is key, as well as discretionary spending for temporary employees hired through CORE Consulting & Staffing (formally known as The Employment Store) must continuously be reduced. To accomplish this goal, the following protocols will are being implemented effective immediately: A.Per Diem Substitutes Protocols: A Per Diem Sub can not be called unless there is a teacher absence or a vacancy. Simply put, the Per Diem Substitute Protocols are aligned directly to the Superintendent’s 2014 – 2015 Priorities of:  Effective School and District Management - To support this initiative we asking buildings to:  Establish a reasonable limit of approved planned absence requests (Conference Days, PD, etc.) – especially on Fridays and Mondays.  Manage these requests on a first come / first serve basis.  Decline any absences that exceed your limit.  Use a CPI when / where necessary for frequent Friday / Monday occurrences.  Use the Counseling Process – if required.  Engage your HCI Zone Director – as needed.  Effective, Efficient Allocation of Resources – To support this initiative HCI will:  HCI will be monitoring Per Diem Substitute usage very closely this 2014 – 2015 School Year.  We will be contacting those buildings that are out of compliance.

B. Administrative Substitutes Protocols: An Administrative Per Diem Sub can not be called unless there is prior approval from your Chief.  The process would be that the Administrator is to first contact their Chief, the Chief would then notify HCI.  The Position Control Team, at their monthly meeting, will review the list of all administrative per diem substitutes used during the preceding month, including the reason for the sub, and the number of days that the sub was used for the month, with the goal of ensuring that all such sub usage is essential and consistent with the Superintendent’s strategic directives. If you have questions regarding the use of Regular Daily Per diem Substitutes, Long Term Per diem Substitutes, Building Subs and Administrative Per Diem Substitutes please contact:  Eugenia Slaughter – Program Manager- Per Diem Substitute Management Department :  Annette Velazquez – Assistant Personnel Analyst : 262 – 8655 HCI Substitute Management Department: 2014 – 2015 Protocols & Guidelines C. CORE Consulting & Staffing Services (The Employment Store) Protocols:  All requests to use CORE temps for “peak workload” must be approved by HCI.  Approval for such requests will be granted only for a well-defined and discrete need.  CORE temps, other than paras, may be called to cover absences no sooner than the third consecutive day of an employee’s absence.  Exceptions may be made if there are multiple absences covering the same function on the same day or if there is only one person performing an essential function in a department or building. (For example, if a building’s school secretary and supporting clerical employee are absent on the same day or if there were only one clerical in a building office.)  Central Office departments should not request a CORE temp for short term (< 5 days) absences unless absolutely necessary.

C. CORE Consulting & Staffing Services (The Employment Store) Protocols (continued):  All requests for CORE temps for an assignment of more than 5 days must be approved by HCI.  CORE will need to be used to cover daily para absences, as coverage is required by the student’s IEP.  HCI will be working with the Special Education Department to use the preferred eligibility list and eliminate or limit the use of the CORE for new 1:1 assignments.  All request for NEW IEP Para requests will be approved by HCI.  HCI will review / evaluate all request that are received from CORE, that pertain to Per Diem Para Requests that are not aligned to students.  When filling Civil Service Vacancies:  If a candidate is not selected by the department or school within the required time frame, HCI will select a reachable candidate from the applicable civil service list.  When contacting CORE:  Please direct your s to :  If you have a particular recruiter that you are working with at CORE, you can still direct your correspondence to that specific person at CORE, however you must cc: the mail  For any / all requests, questions, and concerns, we ask that you call the RCSD CORE Agency hotline at  Please DO NOT contact a CORE employee on your own and place them in assignments. If you have questions regarding the use of CORE (EStore Temps) please contact:  Derrick Jones – Civil Service Temps (clerical, IT, etc.) –  Catherine Wilson - Civil Service Temps (clerical, IT, etc.) –  Eugenia Slaughter – Paraprofessional Temps (1:1 Paras / General Para’s) – HCI Substitute Management Department: 2014 – 2015 Protocols & Guidelines